Administrative Assistant Third Party Billing Full Time NEW

Position Summary

This role provides intermediate skilled administrative support to facilitate Minnesota Medical Assistance billing and ensure special education due process compliance. Working under the limited supervision of the Director of Student Services, the individual manages digital and paper records, tracks timelines, and coordinates with staff to maximize third-party revenue. The ideal candidate ensures data accuracy within district systems (SpEd Forms/Infinite Campus) while maintaining strict confidentiality and facilitating the secure transfer of student information.

Essential Duties And Responsibilities

The essential functions of this position may include, but are not limited to, the following fundamental duties:

• Records Management & Confidentiality: Maintains and organizes digital and paper special education files (SpEd Forms and Infinite Campus), ensuring strict adherence to data privacy and record retention policies during transfers and audits.
• MA Eligibility Verification: Verifies student Medical Assistance (MA) eligibility and private insurance status via the DHS MN-ITS portal and manages consent documentation to ensure billable status.
• Provider Training & Support: Trains and supports staff on ICD-10 coding, billable service documentation, and the use of SpEd Forms for activity logs and MA billing setup.
• Claims Submission: Determines claim eligibility, batches data from SpEd Forms, and submits claims through the MN-ITS system for all qualifying special education services.
• PCA Coordination: Collects and audits PCA logs from supervising nurses, verifying data accuracy against student attendance and non-school days before finalizing for payment.
• Remittance & Reconciliation: Reconciles DHS remittance advice with received payments, researches denied claims for errors, and resubmits corrected data to maximize revenue.
• Rate & Revenue Management: Determines interim rates, monitors for potential paybacks, and compares MDE’s EDRS reports with district provider data to ensure accurate rate calculations.
• Billing Compliance Monitoring: Ensures staff complete billing logs by the 15th of each month, maintaining a tracking spreadsheet and following up with providers who have missing documentation.
• Stakeholder Communication: Coordinates with the Student Services department, transportation, and building-level teams to ensure student lists and service snapshots are accurate across all platforms.
• Private Insurance Coordination: Manages private insurance consents, verifies statewide denials via SharePoint, and facilitates individual denial letters when necessary to allow for MA billing.
• Reporting & Systems Updates: Submits annual reports to DHS, updates billing rates in SpEd Forms upon receipt, and uploads IEP snapshots to student information systems as directed.
• Regulatory Maintenance: Keeps current on legislative and procedural changes from MDE, DHS, and SpEd Forms to ensure the district remains in compliance with third-party billing regulations.
• Administrative Support: Assists with printing/mailing paperwork, processing record requests, and coordinating meeting schedules between case managers and families.

REQUIRED QUALIFICATIONS (Specific training or job experience required before appointment):

• Associate’s or Technical degree preferred
• Minimum of three years of administrative or billing experience
• Proficiency in SpEd Forms, MN-ITS, and Student Information Systems (e.g., Infinite Campus)
• Advanced skills in Microsoft Office Suite or Google Suite, specifically Excel/Spreadsheets
• Strong knowledge of special education regulations and DHS IEP Manual requirements
• Ability to perform arithmetic computations (rates, ratios, and percentages)
• Ability to maintain strict confidentiality and follow data privacy rules (FERPA/HIPAA)
• Excellent verbal and written communication and collaboration skills
• Strong organizational skills and the ability to meet strict deadlines

Pay Range/Classification

• Position classified LEAF B-2-3
• $22.76 – $27.04 per hour depending on experience (rates subject to change with the completion of the 2025-2027 LEAF contract)
• Monday-Friday – 7 hours/day includes a 30 minute unpaid lunch

Please apply online at: isd194.org/employment

What You Will Like About Us

Student focused; community connected.

Lakeville Area Schools (Independent School District No. 194) is an award-winning school system and the twelfth largest school district in Minnesota serving approximately 12,000 students in Lakeville, parts of Burnsville and Elko New Market, and portions of Eureka, Credit River, and New Market Townships. There are nine elementary schools, three middle schools and two high schools, an area learning center, an online K-12 school, Early Childhood programming, and lifelong learning opportunities through Community Education.

Our vision is to inspire a passion for learning in every student with our mission to strive to ensure success for every student personally, socially, academically and civically. We are committed to establishing a school community that values diversity, equity, and inclusivity for all students, staff and families where every person feels welcomed, valued and respected.

As an employee of Lakeville Area Schools, you will have access to high-quality and affordable health insurance plans, along with a range of additional benefits designed to support the well-being of you and your family.

Your Benefits May Include

• Paid vacation, personal, and sick leave
• 12 paid holidays each year
• Employees are eligible for benefits on Day One of employment.
• All employees working a 0.75 FTE or 30 hours per week or more are offered full-time benefits including low-cost medical, dental, vision, prescription drug, and legal insurance plans.
• Teachers are offered health and dental benefits at a 0.50 FTE or more.
• All staff working 20 to 29.99 hours per week are offered part-time voluntary benefits including low-cost vision and legal insurance.
• Health benefits include:
• added networks that give employees access to many medical services at ZERO COST
• free virtual healthcare services that offer access to doctors and licensed therapists 24/7
• free diabetes care and heart health prevention programs
• provider choice with the largest PPO network available
• wellness rewards program
• Dental plans include orthodontic care for adults and children.
• 403(b) retirement investment account offerings to help you save for the future with employer matching offered under many collective bargaining agreements.
• Pension plan that provides income when you retire (for more information, visit PERA for non-instructional positions and TRA for instructional/licensed positions).
• Staff over 30 hours per week are offered employer paid life insurance to provide support for your family in the event of death (offered to teachers at 0.50 FTE or more).
• Staff over 30 hours per week are offered Long-term disability insurance that can provide income if you are unable to work due to illness or injury (offered to teachers at 0.50 FTE or more).
• Tax-free flex spending accounts for health, dental, orthodontic, vision, and dependent care.
• Resources that provide support and promote physical, emotional, social, and financial well-being.

Employee Assistance Program (EAP) For Work/life Support

• Everyday life can be stressful and can affect your health, well-being, and performance. Under our EAP, employees and their families can receive no-cost, confidential information help for a wide variety of needs and concerns: anxiety, childcare, eldercare family conflict, parenting concerns, alcohol or drug addictions, stress management, and more.
• Virtual Fitness Services: easily accessible, effective and affordable way to reach your fitness goals any time, anywhere for better health and well-being.

Support To Help You Reach Your Career Goals

• Training, classes, and professional development
• Federal Public Loan Service Forgiveness Program. Some positions may qualify for the Public Services Loan Forgiveness Program. For more information, visit the Federal Student Aid website at studentaid.gov.

Programs, resources and benefits eligibility vary based on type of employment, funding availability, and collective bargaining agreement with Lakeville Area Schools. Employment information can be found in its collective bargaining agreement or its plan document located on our website.

FULL BENEFIT GUIDEBOOK

Collective Bargaining Agreements

There are several collective bargaining agreements at Lakeville Area Schools. Check them out on our website under “Collective Bargaining Agreements“

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities and supports workforce diversity

Internal and External applicants apply online https://phl.applitrack.com/isd194/onlineapp/

ISD 194 IS AN EQUAL OPPORTUNITY EMPLOYER AND SUPPORTS WORKFORCE DIVERSITY

Lakeville Area Schools (Independent School District No. 194) is a growing and award-winning school district located in the south metropolitan area of Minneapolis/St. Paul Minnesota. The district serves nearly 12,000 students in Lakeville, parts of Burnsville and Elko New Market, and portions of Eureka, Credit River and New Market Township. There are nine elementary schools, three middle schools and two high schools, an online K-12 school, early childhood programming, and lifelong learning opportunities through Lakeville Area Community Education. Our mission is to provide educational opportunities that ensure academic, social, civic and personal readiness for every student. Learn more at www.isd194.org.